Family Search & Engagement

RFP#
CYF 26-04
Request for Proposals
For Professional Services
Bid under Title 29 Chapter 69 Section 6981
SERVICE COMPONENTS IN THIS RFP
FAMILY SEARCH AND ENGAGEMENT
INFORMATIONAL BIDDERS CONFERENCE: NONE
SUBMISSION DEADLINE: Monday, August 10, 2026, by 2:00 pm Eastern Time
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The RFP schedule is as follows:
QUESTIONS:
Submit questions to H. Ryan Bolles, DSCYF Procurement Administrator, at
herbert.bolles@Delaware.gov Questions received close to the deadline may not receive a
response. The State of Delaware reserves the right to determine if there is enough time to answer
submitted questions.
BIDDERS CONFERENCE:
There is no bidders' conference scheduled for this RFP.
PROPOSAL DUE DATE AND TIME:
Proposals must be received by email by 08/10/2026 by 2:00 PM Eastern Time
PROPOSAL DELIVERY:
All proposals must be submitted by email as described below. Please submit the minimum
number of email attachments as possible to stay within state attachments(s) size limitations. A
single proposal attachment is preferred, but not mandatory.
Bidders must submit proposals to DSCYF_Bids_Submission@delaware.gov. Do not submit a link
to a "dropbox" or any type of cloud storage as it will not be accepted. NOTE: the State of Delaware
is not responsible for undelivered or delayed emails for any reason. Submitted email must have
a date and time stamp when received by the State of Delaware in compliance with the stated
due date and time. You are advised NOT to wait until the last minute to submit your proposal.
Emailed proposals arriving with a State of Delaware system date and time stamp after 2:00 pm
Eastern Time on the stated due date will not be accepted. DSCYF is not responsible for undelivered
or delayed emails for any reason. If you experience any problem, please reach out to Ryan Bolles
at herbert.bolles@delaware.gov as soon as possible.
The contents of any proposal shall not be disclosed by the State of Delaware to competing entities
during the negotiation process.
AWARDS AND NOTIFICATION:
The Department will work diligently to complete the proposal review and selection process in an
expeditious fashion. While DSCYF reserves the right to contact bidders for additional information
proposals are expected to be able to stand alone based upon the written information submitted.
Award decisions are expected to be made and announced as soon as possible. Initial notification
to all bidders will be sent by email.
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Request for Proposals for Family Search & Engagement Services
SECTION I: OVERVIEW
Purpose
The Delaware Department of Services for Children, Youth and Their Families (DSCYF), Division
of Family Services (hereafter referred to as the Division or DFS) is requesting proposals for the
purpose of awarding contracts to Independent or Agency Contractors to provide Family Search &
Engagement services for youth in DFS custody. DSCYF will accept proposals from public or
private agencies.
Background
The Department's mission is to "Engage families and communities to promote the safety and well-
being of children through prevention, intervention, treatment, and rehabilitative services." The
vision is "safe and healthy children, resilient families, and strong communities". The Department
follows the Core Values of Safety, Compassion, Respect, Respect, and Collaboration:
Safety
1. All children deserve to be free from abuse and neglect.
2. Evidence-based tools and evidence-informed practices are used to aid decision making
and planning for child safety, but we recognize safety cannot always be ensured by rigid
compliance; a decision that is contrary to an evidence-based tool or practice is
appropriate when it is necessary to ensure a child's safety.
3. We are committed to creating emotionally and physically safe environments for youth,
families, and staff.
4. We are committed to the rehabilitation of youth and will seek the least restrictive, but
most effective, methods to accomplish rehabilitation while still maintaining public safety.
Compassion
1. Always seek to mitigate trauma and avoid re-traumatization by utilizing trauma informed
practices.
2. Ask "what happened to you" instead of "what's wrong with you".
3. Recognize that all children want to be with their own families and we must empower
parents to take responsibility for the care and safety of their children by making sure they
have the support and resources they need.
4. Recognize that every contact with a family is an opportunity to make them stronger,
healthier, and more stable.
5. Acknowledge and appreciate those things that make every family unique.
Respect
1. Dignity and respect are shown to children and families in every interaction.
2. Make sure all people we serve can access what they need and are treated fairly.
3. Make families our partners in all decision making.
4. All children and families deserve prompt attention from skilled staff.
5. Serve our families where they are - in their homes, schools and communities.
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6. Recognize that every contact with a family is an opportunity to make them stronger,
healthier and more stable.
Collaboration
1. Plan for transitions and prepare children and families for each transition, including case
transfers to new workers.
2. Minimize the number of placements and transitions.
3. Ensure communication between divisions for all multi-divisional youth.
4. Determine what would make a family more stable and connect with other divisions,
agencies and providers to meet their needs.
5. Review each case with DFS after it has been open for three (3) months to determine the
path forward.
The Division's mission statement is "Promote the safety and well-being of children and their
families through prevention, protection, and permanency. The vision is "children are our future
and our responsibility". The Division seeks to prevent separating families if children can safely
remain in their own home. If a child is removed from their home due to safety threats, the Division
strives to promote reunification when it can be safely achieved. If reunification is not possible the
Division stives to achieve timely permanence for children through adoption or guardianship.
Availability of Funds
The Department will award contracts to one bidder or multiple bidders to ensure services are
provided statewide. Bidders may propose either a unit cost as a "cost per child per month" OR
propose a 12-month "cost reimbursable" budget using the provided DSCYF Budget Form,
Salary Detail Excel workbook (which are not to alter, adjust or modify) available online where
this RFP is posted along with a budget narrative which describes all assumption and calculations
used to develop each expense item on the budget form. With a "cost reimbursable" model
successful bidder(s) invoice each month for reimbursement of the previous month's actual costs
which are tracked against a predetermined annual budget. Budget documents are not required if
proposing unit cost compensation. Final compensation methodology will be determined later in
this process. The total available budget is $65,000 per year.
Successful bidder(s) are responsible for payment of any and all federal, state or local taxes that
may apply. The successful bidder(s) must accept full payment by electronic direct deposit to a
bank account.
Successful bidders are required to provide their own computer or laptop, cellphone, vehicle, and
other "tools" as needed to complete all service requirements. Laptops must be encrypted to the
State of Delaware standard if state data is stored on the device.
A Delaware Business License is required of each successful bidder at the time of contract
execution, but not at time of proposal submission. Successful bidder(s) must obtain and maintain
a Delaware business license for the term of the contract unless they are able to document IRS non-
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profit status. The successful bidder(s) are NOT a State of Delaware employee, but rather an
independent contracted provider.
Contract Period
It is anticipated that the contractual agreement with the successful bidder will begin as soon as
negotiated and upon final contract signature, but no later than October 1, 2026, and extend through
September 30, 2029, with optional extensions pending satisfactory performance and continued
needs for up to a five-year period.
Service Delivery Hours
The hours are generally daytime business hours Monday through Friday but may occasionally
require service delivery outside normal business hours due to an individual family's schedule.
Weekend work is possible.
Location of Services
Services are needed in all three counties: New Castle, Kent, and Sussex. While it isn't a
requirement to propose serving all three counties, preference will be given to bids that offer state-
wide services
Target Population
Youth statewide who are in DFS custody and are active in an open case with the Division of Family
Services are the target population. The DFS case may be open in Investigation, Treatment, or
Permanency. Referrals will be submitted by DFS Case Workers who are working with the youth.
SECTION II: REQUESTED PROGRAMS AND SERVICES
General Bidding Requirements
Successful bidders must comply with the most currently posted and as periodically updated
DSCYF Operating Guidelines for Contracted Client Programs/Services located at the link below:
https://kids.delaware.gov/management-support-services/contracting-information/
Bidders must include the following for the service included in their proposal:
* Service Area
* Discuss a clear plan of service delivery including timeframes
* Discuss search and engagement strategies to be implemented
* Plan for collaboration with the team
* Plan for assessing child safety
* Outline the service provided to the youth from start to discharge
* Caseload sizes
* Plan for monitoring the service
* Training Plan
* Credentials for each service provider and plan for supervision
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* Expected measurable outcomes
Additional Requirements:
Successful bidders will have access to and be required to document information in the
Department's database system known as For Our Children's Ultimate Success (FOCUS). This
includes notes on activities completed throughout each month, monthly reports and, upon
termination of service, a final report documenting any/all identified supports and next steps for
DFS.
The successful bidder will be required to provide monthly, quarterly, semi-annual, and/or yearly
reports. The frequency and information in the report will be negotiated with the successful
bidder(s).
Staffing and Qualifications
Successful bidders must maintain sufficient staff capacity to support youth who are referred to the
service. All staff are required to be employed with the skill set to carry out the necessary
programming for this service. Bidders must outline staffing credentials and plan for supervision.
Current Service Need
All children deserve lifelong family connections. Children thrive when they have caring
relationships with supportive adults who they can turn to in times of trouble, and with whom they
can celebrate positive achievements and milestones. When it is determined that children must be
removed from their home and placed into out-of-home placement, it is the Division's responsibility
to ensure that they maintain relationships with their extended relatives and fictive kin. If those
relationships don't exist or they have been disrupted, family search and engagement efforts should
be initiated to help build or rebuild them. The objective is to assist youth in out-of-home placement
connect with family members, fictive kin or other caring adults for relational permanency,
permanent placement and/or successful transition to adulthood.
Service: Family Search
This service is seeking to provide intensive family search and engagement services with the
ultimate goal of identifying, locating, and engaging relatives, kin, and support networks to support
the permanent placement and lifelong connection needs of youth placed in out-of-home care.
This service will require individual in-person contact with the youth in DFS custody in the home
or community whenever appropriate.
This service may be asked to testify or provide a report to the court about service delivery,
recommendations, and progress.
Required Performance Measures
Final performance measures will be negotiated with the successful bidder(s).
Examples of Performance Measures:
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* 100% of children referred must be contacted within thirty (30) days of the referral being
received by the contractor
* 100% of children being served must have a monthly report provided by the contractor to
the DFS worker
* 100% of children being served must have a final summary report with next
steps/recommendations by the contractor for the DFS worker upon case closure
SECTION III: DOCUMENTATION AND CONTRACT MONITORING FOR ALL
SERVICES
Required Records and Reporting
Successful bidder(s) must submit bi-annual statistical reports to include outcome measures on
performance and practice to the DFS Treatment Program Administrator by July 15th and January
15th of each year. The reports must include how the successful bidder is meeting program
requirements. Specific performances measures will be set by individual contract and service.
Mandatory Reporting
Successful bidders will comply with the state's law for mandatory reporting of child abuse and/or
neglect. All successful bidders' staff must complete Mandatory Reporting Training yearly.
Compliance with Division Procedures
Successful bidder(s) agree to comply with all applicable policies and procedures prescribed in the
Division of Family Services' Policy Manual and Department Policy Manual and with DSCYF
standards. Successful bidder(s)s must comply with the DSCYF Operating Guidelines for
Contracted Client Programs/Services.
Monitoring
Successful bidder(s) will be responsible for internal review and monitoring of the program. In
addition, the successful bidder(s) must cooperate with monitoring and evaluation procedures by
the Division. Monitoring content will be shared with the successful bidder(s) prior to monitoring
activities. The Division's Treatment Program Team will schedule and complete on-site monitoring
and case file reviews at its discretion. A written report will follow each monitoring and case file
review and be shared with the successful bidder.
Criminal Background Check
Delaware Code Title 31, Chapter 3, Section 309 requires a background check be completed
specifically for the Department of Services for Children, Youth and their Families consisting of a
State and Federal criminal record check and a Delaware Child Protection Registry check for all
employees, volunteers, or representatives of any Department contractor who within the State of
Delaware: a) has "regular direct access to children, or b) "provides services directly to a child or
children". The requirement applies to all current and future representatives working as part of a
Department contract. Fingerprinting for a Department background check must be completed
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before any individual meeting the above criteria can begin providing services for the
DEPARTMENT. The "DSCYF CONTRACTOR Criminal History and Child Abuse and Neglect
Background Check Request Form" MUST be completed and submitted by each contractor
representative using the process provided by the DEPARTMENT's Criminal History Unit. The
contractor representative will then be given the DSCYF "service code" to be used by the
contractor's representative when scheduling a fingerprinting appointment at a designated State of
Delaware authorized location. The contractor or representative must bear the cost of the
fingerprinting. If a "service code" other than the DSCYF "service code" is used for fingerprinting,
the contractor or representative must bear the cost of re-fingerprinting the representative. Third
party background checks are not accepted. The Department reserves the right to require additional
provider representatives who have access to sensitive information, as determined by the
Department, to complete the Department criminal background check and Child Abuse Registry
Check to work under the resulting contract. Contractor representatives are prohibited from working
with youth until fingerprinted is completed. Once the contractor receives the fingerprinting receipt
the representative can begin work as part of the resulting contract with supervision at all times
until final eligibility is determined by the Department's Criminal History Unit.
Penalties for non-compliance: Any contractor failing to comply shall be guilty of a Class A
misdemeanor and punished accordingly. The contractor shall also be subject to a civil penalty of
not less than $1,000 not more than $5, 000 for each violation.
Professional References
Bidders without a prior contractual agreement with the Division for the proposed service in the
past three (3) years must provide the names and contact information for three (3) sources who may
be contacted by DSCYF for a reference attesting to your agency's ability to perform the work if
awarded the contract.
Trauma-Informed Care
In 2018, Delaware Governor, John C. Carney, signed Executive Order #24, making Delaware a
Trauma-informed state. This Order provided direction for the Family Services Cabinet Council to
help mitigate the impact of adverse childhood experiences (ACEs) and build resilience in children,
adults, and communities. ACEs are traumatic events occurring before age 18. ACEs include all
types of abuse and neglect as well as parental mental illness, substance use, divorce, incarceration,
and domestic violence.
According to the Data Resource Center for Child & Adolescent Health, 21.6% of children have
experienced at least one adverse childhood experience and 17.3% have experienced two or more
(https://www.childhealthdata.org/browse/survey/results?q=12228&r=9) . Parental separation or
divorce (31.8%) and substance abuse (20.4%) were the most prevalent adverse childhood
experiences whereas criminal behavior in the household (7.6%) and physical neglect (4.6%) were
the least prevalent (https://djph.org/wp-content/uploads/2021/07/djph-25-020.pdf) . Additional
Delaware specific information can be found from Kids Count at
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https://datacenter.aecf.org/data/tables/11384-prevalence-of-adverse-childhood-
experiences#detailed/2/any/false/2490,2105,2043,1769,1696,1648,1603/6398,6388,8085/22031
DSCYF has committed to a trauma-informed approach in our work with children, families, staff
and our partners. To guide our trauma-informed work, DSCYF has adopted the Substance Abuse
and Mental Health Services Administration Concept of Trauma and Guidance for a Trauma-
Informed Approach (https://store.samhsa.gov/product/SAMHSA-s-Concept-of-Trauma-and-
Guidance-for-a-Trauma-Informed-Approach/SMA14-4884.html. Consistent with SAMHSA's
framework, DSCYF is working to ensure that service recipients, service providers and DSCYF
staff are knowledgeable about the prevalence of exposure and opportunities for resilience, healing
and recovery for children, families and communities served. DSCYF encourages the use of
strategies to build the capacity of staff and providers to recognize and respond to trauma exposure,
including the use of trauma screening and assessment, trauma-specific treatment interventions,
trauma training for staff, and trauma informed supervision practices. DSCYF is committed to
actively resisting the re-traumatization of service recipients and staff and supports the
incorporation of trauma informed principles into all aspects of organizational policy and practice
(e.g. environments that promote a sense of physical and psychological safety, practices that
promote collaboration with and empowerment of service recipients). This trauma informed
framework is consistent with DSCYF's commitment to the systems of care principles. DSCYF
reserves the right to give preference to bidder or bidders which demonstrate having adopted a
Trauma Informed Care model in its service delivery practices.
Breach Notification
Any breach of Personally Identifiable Information (PII) as defined by the HIPAA law collected by
the successful bidders as part of the resulting contract must be reported as required by HIPAA and
when applicable 6 Del. C. 12B-102.
SECTION IV: PROPOSAL QUESTIONS
(A response to every question is required to complete this proposal)
Organizational Experience and Capacity
Bidders must include responses to the following in your submission, highlighting any challenges
and solutions:
1. What is your agency's experience working with children birth to 18 who are in state
custody and/or in out-of-home placement?
2. What is your agency's knowledge of and/or experience working with youth involved in the
Delaware child welfare system?
3. Highlight any additional experience your agency has with the federal government, DSCYF
or any other State of Delaware agency.
4. Highlight any experience your agency has in collaborating with the Division of Family
Services, families, and other community providers?
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5. Describe your experience working with communities and populations that are diverse in
terms of race, ethnicity, religion, culture, sexual orientation, gender identity, and reflective
of the target population.
6. Describe your experience working with children exposed to and experiencing trauma.
What training has your agency had regarding trauma informed care and how do you
consider trauma when engaging with families?
7. Describe your experience in engaging resistant individuals and how do you engage these
individuals
8. What makes your agency a strong bidder to be awarded this contract?
9. List any challenges that you have experienced in the past and/or that are anticipated with
fulfilling the proposed services and detail your plan to overcome those challenges.
Building a High-Quality and Consistent System
Bidders must include responses to the following inquiries in your submission, highlighting any
challenges and solutions:
1. Explain what "family search" looks like for your agency and include a description of which
family search model will be utilized and why.
2. Detail your plan to regularly collect and incorporate feedback from individuals (both DFS
staff and family and youth) to inform services and ensure continuous quality improvement.
3. Outline how you plan to track, enter in FOCUS, and report data in a timely and accurate
manner and in accordance with Division established practices.
4. Outline specific data that will be collected for the proposed service.
5. Indicate how the service delivery will be monitored and tracked.
6. Identify performance measures for the proposed service that you want to achieve.
7. How will you monitor fidelity to any evidenced-based practice models?
8. What partnerships will be in place to support monitoring and quality assurance?
Staff and Staff Training
Bidders must include responses to the following questions in your submission, highlighting any
challenges and solutions:
1. Provide an organizational chart that reflects positions and qualifications for all staff
members involved with the service. Please list education and experience criteria set for
staff by level or role.
2. Detail plans for recruiting additional staff needed or describe how current staff meet all
needs. Discuss a plan for retention. Discuss a plan to continue service if there is staff
turnover.
3. Describe your approach to staff training that emphasizes cultural competence and ensures
that staff are trained on related topic areas.
4. Outline your agency's staff training with evidence-based, trauma-informed care principles
and approaches.
5. Discuss your plan for hiring a diverse staff workforce.
6. What partnerships will be in place to support training?
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